PRIVACY POLICY

Effective Date: 05/10/2026

Woodlands Hotel & Restaurant (“we”, “us” or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share and protect your personal information when you visit woodlandsleeds.com, make a booking or enquiry, visit Woodlands, communicate with us or submit your details through advertising and other online platforms.

Who We Are

Woodlands Hotel & Restaurant is operated by Elle R Leisure Ltd.

Registered address: 2 Castle Street, Manchester, M3 4LZ
Privacy enquiries: reception@woodlandsleeds.com

For the purposes of UK data protection law, Elle R Leisure Ltd is the data controller for the personal information described in this policy where we determine how and why that information is processed.

Personal Information We Collect

The information we collect depends on how you interact with us.

Information You Provide Directly

This may include:

  • Contact information such as your name, email address, phone number and postal address
  • Information relating to accommodation, dining, weddings, private events, corporate events or other enquiries and bookings
  • Arrival dates, event dates, party sizes and other booking preferences
  • Dietary requirements and accessibility requests
  • Requests for brochures, menus and other information
  • Payment and transaction information, where applicable
  • Marketing preferences and records of consent
  • Correspondence with us
  • Feedback or other information you choose to provide

Information Collected Through Online Lead Generation

If you complete a lead form or respond to an advertisement on a platform such as LinkedIn, Facebook or Instagram, information you provide to that platform may be passed to us.

Depending on the form, this may include:

  • Name
  • Email address
  • Phone number
  • Job title, where supplied
  • Company name, where supplied
  • Event details, requirements or preferred dates, where supplied

The information originates from the platform through which you submitted the enquiry and is then used by us to respond to and manage your enquiry.

Information Collected When You Use Our Website

Some technical information is processed when you use our website in order to deliver the site securely and ensure that its essential and functional features operate correctly. This may include information such as your IP address, browser or device information and technical request data.

With your consent, we may also use optional analytics, advertising and similar technologies to collect information about how you use our website. This may include:

  • Pages viewed
  • Referring websites or sources
  • Interactions with the website
  • Approximate device and browser information
  • Online identifiers associated with analytics or advertising technologies

Optional technologies used on our website may include Google Analytics and other analytics or advertising technologies where configured.

We do not activate optional analytics or marketing technologies through our consent system unless you have given the relevant consent. More information is available in our Cookie Policy.

Information We Record Internally

Where appropriate, we may record:

  • Information relevant to managing your booking or enquiry
  • Guest preferences or experience notes intended to help us provide an appropriate service on future visits
  • Information relating to weddings, corporate events, private hire or other event requirements

We aim to record only information that is relevant and appropriate for these purposes.

Dietary, Accessibility and Health-Related Information

Information you provide about dietary requirements, allergies or accessibility needs may in some circumstances reveal information about your health.

We only use this information where it is relevant to providing a safe and appropriate service, responding to your request or making reasonable arrangements for your visit. We limit access to this information to those who need it for these purposes and do not use it for unrelated marketing purposes.

CCTV

CCTV may operate in parts of Woodlands for the safety and security of our guests, staff, premises and property. Images of you may be captured when you visit.

How We Use Your Information

Depending on your interaction with us, we may use personal information to:

  • Respond to enquiries
  • Provide accommodation, dining, wedding, event and other venue services
  • Manage reservations, bookings, payments and events
  • Contact you about an enquiry or booking
  • Provide brochures, menus and other information you request
  • Manage dietary, accessibility and other relevant requirements
  • Send marketing communications where permitted
  • Measure and improve our website where you have consented to optional analytics
  • Measure and improve advertising where you have consented to relevant advertising technologies
  • Understand and manage enquiries about weddings, private hire and corporate events
  • Improve and personalise the guest experience where appropriate
  • Maintain appropriate business, financial and booking records
  • Prevent fraud and protect our systems
  • Meet legal and regulatory obligations
  • Protect our guests, staff, premises and property, including through CCTV where applicable

We may also use aggregated or statistical information to understand and improve our services where that information does not identify individuals.

Legal Basis for Processing

UK data protection law requires us to have a lawful basis for processing personal information. The basis we rely upon depends on why we are using the information.

Consent

We may rely on your consent for:

  • Optional analytics technologies
  • Advertising and remarketing technologies
  • Optional website preference technologies where applicable
  • Marketing communications where consent is the appropriate lawful basis

Where we rely on consent, you can withdraw it at any time.

Website tracking preferences can be changed using Cookie Settings in the footer of our website.

Contract

We may process information where it is necessary to:

  • provide services you have booked
  • manage a reservation or purchase
  • take steps at your request before entering into a contract, such as responding to an accommodation or event enquiry

Legitimate Interests

We may process information where this is necessary for our legitimate business interests and those interests are not overridden by your rights and interests.

Depending on the circumstances, these interests may include:

  • responding to and managing business enquiries
  • maintaining appropriate guest and booking records
  • improving our services and customer experience
  • protecting our business, guests, staff and property
  • preventing fraud and maintaining the security of our systems
  • operating CCTV for safety and security where applicable

We do not rely on legitimate interests as a substitute for consent where consent is required for optional cookies or similar tracking technologies.

Legal Obligation

We may process and retain information where necessary to comply with legal obligations, including financial, accounting, tax and other regulatory requirements.

Special Category Information

Where information you provide about health, allergies, dietary requirements or accessibility constitutes special category personal data, we will only process it where an appropriate additional condition under data protection law applies.

This will normally be in connection with information you have chosen to provide so that we can respond to your requirements or provide an appropriate and safe service.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies.

We group these technologies according to their purpose. These may include:

  • Essential technologies required for the website, security and core services to operate
  • Functional technologies required to provide services or features you request, such as enquiry functionality
  • Preferences technologies that provide optional website features or remember optional choices
  • Analytics technologies that help us understand how visitors use our website
  • Marketing technologies used to measure advertising and support relevant marketing activity

Essential and necessary functional technologies may operate without optional consent where they are required to provide the website or a service you request.

Optional Preferences, Analytics and Marketing technologies are not activated through our consent system unless you give the relevant consent.

When you first visit the website, you can choose whether to accept optional technologies. You can subsequently review or change your choice at any time using the Cookie Settings link in the website footer.

For more information about the technologies currently used on this website, their purposes and categories, please see our Cookie Policy.

Marketing Communications

Where you have asked to receive marketing communications, or where we are otherwise permitted to contact you under applicable law, we may send you information about Woodlands, offers, events and services.

You can unsubscribe from email marketing at any time by using the unsubscribe link included in our marketing emails or by contacting us.

Withdrawing from marketing communications does not prevent us from contacting you where necessary about an existing booking, enquiry, transaction or service.

Sharing Your Information

We may share personal information with trusted organisations that help us operate Woodlands and provide our services.

Depending on how you interact with us, these may include:

  • Mailchimp for marketing communications and related services, where used
  • Meta Platforms for advertising, lead generation and campaign measurement, where used
  • LinkedIn for lead generation, advertising and campaign measurement, where used
  • Google for website analytics, security services such as reCAPTCHA and related services
  • Tripleseat for event enquiry and event management services
  • Booking, accommodation and property management providers where applicable
  • Payment providers where applicable for payment processing
  • IT, website, communications and other professional service providers where necessary to operate our business

The role of a third party under data protection law depends on the service being provided. Some organisations process information on our instructions as service providers, while others may act as independent controllers or, in some circumstances, joint controllers for particular processing.

We may also disclose information where required by law, to establish or defend legal rights, to prevent fraud or where necessary to protect our guests, staff, business or property.

We do not sell your personal information.

Third-Party Providers and Their Privacy Policies

The following links provide further information about the privacy practices of some of the services we use:

These organisations maintain their own privacy information and their practices may change independently of this policy.

International Transfers

Some of the organisations we use may process or store personal information outside the UK.

Where personal information is transferred internationally, we take steps to ensure that an appropriate mechanism or safeguard required by UK data protection law is in place where necessary. Depending on the destination and provider, this may include applicable UK adequacy regulations or approved contractual safeguards.

You can contact us if you would like further information about safeguards relevant to your personal information.

Data Retention

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services, manage our relationship with you and meet legal, accounting and regulatory requirements.

Our current retention periods include:

  • Wedding and event enquiries: generally up to 3 years from the last meaningful contact
  • Marketing records and preferences: generally up to 2 years after the last recorded interaction, subject to records we may need to retain to honour an opt-out
  • Guest experience notes: generally up to 2 years after the last visit where there remains a legitimate reason to retain them
  • CCTV footage: generally up to 31 days where CCTV is operated, unless footage needs to be retained for an investigation, legal claim or other justified purpose
  • Financial and transaction records: generally up to 7 years where required for accounting, tax or legal purposes

Other booking and operational information is retained according to the nature of the record, the purpose for which it is required and any applicable legal or contractual requirements.

Where appropriate, information may be securely deleted or anonymised when identifiable personal information is no longer required.

We periodically review our retention practices and may update these periods as our systems, legal obligations and operational requirements change.

Your Rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:

  • Ask for access to personal information we hold about you
  • Ask us to correct inaccurate or incomplete information
  • Ask us to delete personal information in certain circumstances
  • Ask us to restrict processing in certain circumstances
  • Object to processing based on legitimate interests in certain circumstances
  • Withdraw consent at any time where processing is based on consent
  • Receive certain personal information in a portable format where the right to data portability applies
  • Complain to the Information Commissioner’s Office

These rights are not absolute and whether a particular right applies will depend on the circumstances and our lawful basis for processing.

To exercise your rights or ask a question about your personal information, contact reception@woodlandsleeds.com.

You also have the right to raise a concern with the UK’s data protection regulator, the Information Commissioner’s Office (ICO). Information about making a complaint is available from the Information Commissioner’s Office.

Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

Access to personal information is restricted where appropriate to staff and service providers who need it for their work.

No method of transmitting or storing information can be guaranteed to be completely secure. We therefore regularly review the measures used to protect the information we hold.

Children and Family Bookings

Many of our services, including accommodation, dining and family events, may be used by families with children. Bookings and enquiries are generally made by an adult.

Information about a child may sometimes be provided to us as part of a family booking, event registration or request, for example their name, age, dietary requirements or accessibility needs.

We ask that only information necessary for the relevant booking, event or service is provided. We do not knowingly use children’s personal information for unrelated direct marketing purposes.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems, providers or legal obligations.

The effective date at the top of this page shows when the policy was last substantially updated.

Contact Us

For questions about this Privacy Policy, your personal information or your data protection rights, please contact:

Woodlands Hotel & Restaurant / Elle R Leisure Ltd
Email: reception@woodlandsleeds.com
Post: 2 Castle Street, Manchester, M3 4LZ